Waitlists and Applications

What This Is for

Your waitlist is one ordered queue of every family who has raised a hand: people who joined from your website, families who sent a full application, and anyone you add yourself. Each row is one waitlist spot. If you enter a family who already exists, choose Open Their Waitlist Spots or add another spot directly from the Family Found message. A family can hold more than one spot, with a separate puppy offer and deposit for each.

Where to Find It

Open Families in the sidebar, then Manage Waitlist Order. Families is the shared starting point for contacts, applications, and buyer accounts; the waitlist retains ordering, detailed filters, exports, and existing reservation actions.

How Families Arrive

What your main website button does is set in Settings, under How buyers reserve. You pick one of three:

• Contact first opens a simple message form.
• Join the waitlist collects contact details and puppy preferences.
• Full application shows your complete application before they submit.

Every option creates an account for the family. Waitlist and application submissions appear here right away, and you get an email plus a bell notification. Contact messages go to your inbox instead.

Read the List

The two buttons at the top right of the toolbar switch what you are looking at.

• Queue is your list in order, with the number in the Position column.
• Recent shows only families whose website inquiry arrived in the last 30 days, newest first.

Latest Inquiry shows a Website inquiry badge with the first line of what they wrote. Request Type says whether this is a General Waitlist spot, a Litter Application, a Breed Inquiry, or Puppy Interest. Interested In lists any puppies they have asked about. Account shows Active account, Invited, or No account.

The Status column is the short version of where they stand: New lead, Approved, Deposit requested, Deposit paid, Puppy assigned, Completed, or Declined.

Search, Filter, and Export

1. Type a name, email, phone number, litter, or puppy into Search waitlist.
2. Use the Status dropdown to show one stage at a time.
3. Use the Scope dropdown to show only General, Breed, Litter, or Puppy requests.
4. Click Download Spreadsheet to export the selected payment and litter list, including selection position and the stable spot ID.

Follow Up From Today

Due follow-ups appear on Today with the family name and a link to the request. Choose Done after handling the task, or pick another date to reschedule it. Done clears the reminder; it does not send a message or mark a payment complete.

Change the Order

In the Position column, choose the place you want, such as #3. Other buyers shift automatically. Choose a Litter List to organize that litter separately; assign the entry to a litter under Request & status first. Payment filters do not change positions, so the Paid Waitlist may show gaps. Paused, inactive, completed, declined, and puppy-assigned entries stay in the records but do not take a queue position. Changes to order do not send customer emails.

Add a Family Yourself

1. Click Add Entry.
2. Answer one question per screen: name, email, phone, what they are interested in, litter, puppy, preferences, alerts, application stage, queue, and internal notes.
3. Click Continue to move on. On an optional step you have left empty the button reads Skip for now, and the arrow button beside it goes back. Name and email are required.
4. On the Review screen, check the summary and click Add to waitlist.

Adding someone yourself does not email them. If you want them to have a login, open the row actions menu (the three dots) and choose Invite to account.

Work on Several Rows at Once

Tick the checkboxes on the left, then use the bar that appears: Mark active, Mark inactive, or Delete. Deleting takes their messages, preferences, and history with them, and it cannot be undone.

Common Questions

Someone Is on My List Twice What Do I Do?

Open the row actions menu on the duplicate and choose Merge duplicate, then pick the entry you want to keep. Notes, account links, offers, payments, forms, and puppy assignments move over to the entry you keep.

What Is the Difference Between Application and Membership?

Application is how their paperwork stands: Inquiry, Under Review, Approved, Declined, or Withdrawn. Membership is where they sit in your process: Active, Paused, Deposit Requested, Deposit Paid, Puppy Assigned, Completed, or Inactive. Reviewing an application walks through both.

Why Can I Not See the Offers Page?

Offers only appear when your reservation workflow is something other than inquiry only. Change it in Settings, under How buyers reserve, then see reservation offers.

Separate Paid Spots From Unpaid Inquiries

In Settings → Applications & Reservations → How Buyers Reserve, turn on Separate unpaid inquiries from my paid waitlist. Your waitlist then opens on Paid Waitlist. Unpaid / Refunded and All Entries remain one click away. Leave the setting off to keep everyone together by default.

A confirmed online or recorded offline deposit counts for its own spot. Deposits previously marked paid by you appear as Marked paid. Pending payments and fully refunded deposits stay in the unpaid view. Partially refunded deposits remain paid while funds are retained; refunds in progress are labeled separately. A legacy payment shared by several possible spots shows Payment needs matching rather than marking every spot paid.

Changing this setting organizes existing records immediately. It does not delete contacts, require deposits before you can send an offer, or change approval and notification rules. Exports follow the selected payment view. The paid-deposit email audience uses the same deposit records.

Understand Spot Numbers

A spot number belongs to your website, not the whole platform. Spot ID #4 stays with that entry when you sort, filter, or reorder the waitlist. The Position column shows its current selection order, separate from the spot ID. Payment filters keep that same order. Numbers are not reused when entries are removed.

Give One Family More Than One Spot

Open the family's workspace or an existing waitlist entry and choose Add Another Waitlist Spot, then confirm Add One Spot. The new spot copies their contact details and existing approval, but starts without a deposit or puppy assignment. Review its preferences and litter if they differ.

The same family can receive a separate puppy offer and pay a separate deposit for each spot through one account. Spot numbers distinguish the entries in your waitlist and offer selector. Completing, cancelling, or refunding one reservation leaves the other spot's payment and puppy separate. If you added an extra spot by mistake, set its Membership to Inactive under Request & status. This preserves its history. Do not merge intentional reservation spots. A private note such as “paid $440” does not record a payment or fund both spots; record the correct amount against each spot.